Executive Secretary

2 days ago

Jeddah, Makkah Province, Saudi Arabia Mace Group Saudi Full time
Roles and responsibilities
  • Providing extensive diary management with the ability to deal with potentially conflicting appointments and different time zones.
  • Coordinating and facilitating specific meeting groups.
  • Attending meetings and note-taking as required.
  • Managing emails on behalf of the managing director.
  • Managing, responding and liaising with stakeholders on behalf of individuals.
  • Planning ahead, juggling multiple demands and minimising conflicting pressures.
  • Coordinating communications, including providing polite and professional assistance via phone, mail, e-mail and visitors to our offices, with the ability to operate multiple communication platforms.
  • Producing highly accurate documents in line with templates and quality requirements e.g. presentations, minutes and reports.
  • Administering customer relationship management activity.
  • Overseeing and playing an active role in the management of project administration.
  • Works collaboratively towards the common goal of net zero carbon transition and shares responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.
  • May provide supervision, work allocation and guidance to more junior roles
  • Works collaboratively towards the common goal of net zero carbon transition and share responsibility for the proactive identification and management of the associated carbon emissions and reductions during the delivery of work.

You'll Need To Have

  • Experience working in the GCC region and must currently be based in the GCC.
  • Educated to degree level or equivalent standard of experience.
  • Proven relevant experience in a similar role.
  • Advanced use of IT tools including MS Office 365 suite and data analysis tools.
  • Working experience on Oracle.
  • Necessary visa criteria for the Kingdom of Saudi Arabia and relevant work experience working on high-valued projects/programmes for a project management consultancy business, which are required for immigration and client approval.
Desired candidate profile

Research and Analysis
Information Gathering: Conduct research and compile data to support decision-making.
Reporting: Prepare concise reports, summaries, or briefs for the executive's review.
Office Operations
Resource Management: Oversee office supplies and ensure the executive's workspace is efficient and well-equipped.
Technology Management: Troubleshoot and manage office equipment and software used by the executive.
Support Team Coordination: Collaborate with other administrative staff to streamline operations.
Key Skills and Competencies:
Organizational Skills:

Expertise in managing complex schedules and multitasking.
Strong attention to detail for document accuracy and task prioritization.
Communication:

Excellent written and verbal communication skills.
Proficiency in interpersonal skills to interact with executives, team members, and stakeholders.
Time Management:

Ability to prioritize tasks and meet tight deadlines effectively.
Technical Proficiency:

Skilled in office software (e.g., MS Office Suite, Google Workspace) and communication tools.
Knowledge of scheduling tools and customer relationship management (CRM) systems.
Problem-Solving:

Ability to anticipate challenges and develop solutions proactively.
Professionalism and Discretion:

High level of integrity when dealing with confidential information.
Adaptability:

Flexibility to handle changing priorities and unexpected demands.

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